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University of Michigan Library Disaster Response & Recovery Plan

for Library Collections

General Information

Update November 2019


Last updated November 2019 2

Note

The General Information version of the University of Michigan Library Disaster Response & Recovery Plan includes generic instructions about responding to a library collection disaster as well as information that is specific to the University of Michigan (U-M) Ann Arbor campus. The contents in this document draws on public information that is openly available on U-M Websites and elsewhere. A collection disaster plan must also gather information that should not be made available publicly, but must be restricted to those members of the library’s staff who may need it in an emergency situation. This information for the U-M Library is gathered in a separate document and is not shared here. The templates in the appendices of this document provide a guide to what restricted information needs to form part of the collection disaster plan.



Contents 1 UPDATE LOG 5

2 SCOPE AND DISTRIBUTION 6

3 IMMEDIATE RESPONSE – CALLS FOR ASSISTANCE 9

4 EXTERNAL COMMUNICATIONS 13

5 RECOMMENDED DISASTER RESPONSE SUPPLIES 14

6 IMMEDIATE RESPONSE – STABILIZE THE SITE 17

7 SALVAGE OF LIBRARY COLLECTIONS – WORKFLOW 21

8 LARGE DISASTERS: LIBRARY COMMAND CENTER AND TEAM 27

9 INITIAL SALVAGE OF LIBRARY MATERIALS 32

10 PEOPLE MANAGEMENT 45

11 RESOURCES AND SERVICES 51

12 RISK MANAGEMENT & INSURANCE 55

13 REHABILITATION OF COLLECTIONS 57

14 POST-DISASTER REFLECTION AND EVALUATION 60

15 PREVENTION 61

16 TRAINING 64

17 SELECTED BIBLIOGRAPHY 66

18 APPENDIX A: CONTACT LISTS {UNRESTRICTED} 70



19 APPENDIX B: DISASTER SUPPLIES & SERVICES 74

20 APPENDIX C: PRINTABLE FLYERS AND FORMS 81

DISASTER TEAM LISTS 82

VOLUNTEER SIGN-UP SHEET 83

WORKCONNECTIONS ILLNESS OR INJURY REPORT FORM 84

RISK MANAGEMENT INJURY REPORT FORM FOR NON-EMPLOYEES 86

COLLECTION INCIDENT REPORT FORM 88

BUILDING INCIDENT REPORT FORM 89

PACKING AND INVENTORY FORM 90

ENVIRONMENTAL MONITORING FORM 91

DONOR FORM 92

21 APPENDIX D: SITE-SPECIFIC TEMPLATES AND INSTRUCTIONS 93

TEMPLATE FORMS 96



1 Update Log For the general University of Michigan Library Disaster Response and Recovery Plan for Library Collections. This log is maintained by the Department of Preservation and Conservation. Date Name Notes 2010Aug30 Shannon Zachary Plan created 2011Mar03 Shannon Zachary Proofreading; edits to 15-4 Volunteers 2011Mar22 Shannon Zachary Proofreading; minor corrections throughout 2011Mar29 Shannon Zachary Update MLibrary contacts section 23 2011Apr06 Shannon Zachary Revisions to 15-4 Volunteers 2011Aug26 Shannon Zachary Add Whitney Field as MLibrary Head of Facilities 2013May17 Ikumi Crocoll Check and update names, addresses, URLs etc. throughout 2013Jul05 Shannon Zachary Review text throughout; bibliography updated and moved 2014Aug13 Shannon Zachary Update Hatcher disaster supply list 2015Jan15 Rashelle Nagar Check and update names, addresses, URLs etc. throughout 2019Nov18 Shannon Zachary et al. Major reorganization of the plan. Review text throughout; check and update names, addresses



2 Scope and Distribution ScopeandPurposeofthisPlan

The instructions in the following pages are to help streamline the protection and salvage of materials in the University of Michigan Library’s collections in the event of an emergency. While some instruction is given for human safety, this plan is not intended as a manual of personal safety. Neither does this plan cover continuity of operations or steps for protecting and recovering the Library’s business, administrative, personnel, or similar records used in the regular operation of the organization.

PeopleSafety

The University of Michigan Department of Public Safety and Security (DPSS) and U-M Department of Environment, Health & Safety (EHS) develop emergency procedures for the safety of students, faculty, staff, and visitors to the University. U-M Department of Public Safety and Security (DPSS): Emergency phone: 911 Non-emergency phone: 734-763-1131

Text: 377911 Web: https://www.dpss.umich.edu/content/about/our-departments/police/ DPSS has emergency procedures information posted at their Web site under the Prevention & Education tab for the following categories :

1. Emergency Response 2. Personal Safety 3. Campus Safety 4. Protecting Your Property

Environment, Health & Safety (EHS) provides information about workplace, chemical, and other hazard safety at https://ehs.umich.edu. The University Library Facilities Department maintains the University Library Emergency Plan. A pdf copy is available to Library staff to view and download at https://staff.lib.umich.edu/content/library-facilities; a print copy should be available in every work area. The Library Emergency Plan covers library-specific information about:

Evacuating library buildings Fire Tornadoes and severe weather Active attacker Natural gas leak Power outage Medical emergency Unusual or suspicious activity Hazardous materials Bomb threat Water leaks



DistributionofthePlan

The University of Michigan Library Disaster Response & Recovery Plan for Collections actually consists of a suite of written documents and tools. 1. The General Information version of this plan is available publicly online at the Department of

Preservation and Conservation Website: http://www.lib.umich.edu/preservation-and-conservation/emergency-response

2. The Restricted version of this plan is made available to a list of about forty library staff members

who, by the nature of their jobs, would have leadership and management responsibilities in the event of an incident affecting the collections.

3. The U-M Library disaster response magnet, with critical phone numbers, is available to all Library staff. Extra magnets may be requested from Library Facilities. Specify what building the magnet is for (Hatcher/Shapiro/Buhr or other library).

4. Internal contact lists (see templates in the Appendices) may be provided to staff in a particular

library unit or may be posted at service desks or other office locations, according to the policies of that unit.

5. A University of Michigan Library Disaster Response Pocket Plan (a single sheet providing important

information needed immediately) is distributed to designated Library managers. It includes a condensed version of critical contact information and first steps to take in the event of a disaster. A generic (non-U-M) template for the Pocket Response Plan is available from the Council of State Archivists, https://www.statearchivists.org/programs/emergency-preparedness/emergency-preparedness-resources/pocket-response-plantm-prep-tm-english-template/

6. Paper copies of the General Information and the Restricted plans, with information relevant to

specific libraries, is distributed to designated Library managers. Staff holding paper copies of this plan must keep two copies: (1) a personal or a shared copy onsite at the library and (2) a personal copy at home, to be used in the event that the emergency prevents access to the office copy. Do not rely solely on access to an online copy; an emergency may include an electrical outage or other disruption to the Library server.

PlanUpdates

The Department of Preservation and Conservation updates and distributes the General Information version of the Disaster Response and Recovery Plan for Library Collections. Please send corrections, updates or suggestions for revision to the Head of the Department of Preservation and Conservation. The Department of Preservation and Conservation convenes a team (1) to update the Restricted version of the plan every six months and (2) to organize training, especially orientations for new staff. This team participates in the review and update the General Information version every three years or more frequently as needed.



Credits

This manual was researched and assembled in 2010 by Sarah Barbrow and Shannon Zachary and updated in 2013 with assistance from Ikumi Crocoll. Rebecca Frank assisted with the development of plans for individual libraries. Various people reviewed the text at various times and offered valuable corrections and additions, including staff from Library Preservation and Conservation, Library Administration, Library Business Operations and Staff Services, the University Office of Emergency Preparedness, Environment, Health & Safety (EHS), U-M Office of Risk Management, the Department of Public Safety & Security (DPSS), and U-M Facilities & Operations. Portions of the text were adapted from plans created by the Northeast Document Conservation Center (dplan, http://dplan.org/), the Getty Conservation Institute (Building an Emergency Plan), the U-M Law Library, and the Bentley Historical Library. Other parts were originally developed for the University Library in 1998-2000 by Shannon O’Dell, Shannon Bovis, and Shannon Zachary of the Preservation Division. In 2019 the Disaster Planning Task Force (Shannon Zachary, Marieka Kaye, Geoff Stoll, Shannon Moreno, Kelly Goodknecht, and Eric Ferguson) thoroughly reviewed, reorganized, and updated the plan. Other heritage organizations building their own disaster response plans are invited to freely borrow, adapt, or rework the contents of this plan to their own needs. Those who use information presented here for their own plans are responsible for checking that it is correct for their own situations.



3 Immediate Response – Calls for Assistance The following information, including restricted information, is also included in the Disaster Response Pocket Plan.

FirstCalls(ByAnyStaffMember)

Anyone who notices a disaster situation should immediately make the following two calls: 1. Contact Help for Immediate Emergency Fire, Police, Ambulance: 911 OR

734-763-1131 Text: 377911

(U-M Department of Public Safety and Security) Call 911 from a campus phone (direct tie-in to the U-M Department of Public Safety and Security); dial 911 from a non-campus phone (cell phone or off campus) and identify the emergency as on the U-M campus; your call will be quickly forwarded to the U-M Department of Public Safety and Security. Direct line to DPSS is 734-763-1131. Provide:

● your name ● your present location ● type of disaster (fire, people hurt, flood, etc.) ● exact location of disaster (building, floor, room number) ● extent and any peculiarities (odors, color of flame, color of water) ● suspect description (if applicable)

Alert other people in the area of the emergency. If possible, send someone to the building entrance to direct emergency response personnel to the emergency site. Stay at the phone if it is safe to do so; identify yourself as the person who reported the emergency when emergency response personnel arrive. The U-M Department of Public Safety and Security can also provide fast assistance for building and property emergencies such as floods, fire, structural collapse, stuck elevator, etc. 2. Contact Onsite Library Unit Head or Alternate In any emergency, library staff should call or speak to the supervisor on site as soon as possible. [names and phone numbers restricted] Provide the supervisor with:

● your name ● your present location ● type and location of disaster



● what services or people you have already contacted NOTE: If no onsite supervisor is immediately available, any library staff member should proceed to make

the calls the supervisor would make. Continue to try and reach the onsite supervisor or alternates and inform them of any communications that have taken place.

NextCalls(byaLibraryUnitHeadorSupervisor)

The Library Unit Head or an alternate supervisor makes the following calls or delegates someone to make the calls: 3. Contact Building Facilities Manager If the building is in any way compromised, contact the Building Facilities Manager. NOTE: Another staff member may make these calls if a Library Unit Head or alternate is not immediately

available. Urgent help for a building problem if a Building Facilities Manager is not available: Facilities & Operations Call Center 24-hour number 734-647-2059 Additional facilities managers’ contact information [names and phone numbers restricted]. If collections are damaged or are in danger, the Library Unit Head or alternate contacts the Preservation Officer. NOTE: Another staff member may make these calls if a Library Unit Head or alternate is not immediately available. Preservation & Conservation Office: 734-763-6980 Conservation Lab 734-763-2045 After hours listen to recorded message at the Preservation office phone for a contact phone number. Report:

● your name ● your present location and contact information ● type and location of disaster ● what services or people you have already contacted ● what immediate services are needed

AdditionalCalls(byDisasterResponseManagers)

The Library Unit Head or alternate, the Building Facilities Manager, and/or staff from the Preservation and Conservation Department decide on the following calls, based on the nature and size of the incident. Another staff member may make these calls if none of these managers is available. 5. Contact U-M Facilities & Operations and BELFOR



The Building Facilities Manager makes contact with Facilities & Operations. Other Library staff contact U-M Facilities & Operations directly only if the Building Facilities Manager is not available. Contact U-M Facilities & Operations for any disaster regarding the building or facilities. They may be quicker to respond than BELFOR Property Restoration, especially if there are multiple floods or similar problems around campus. U-M Facilities & Operations 24-hour number: 734-647-2059 The onsite supervisor or alternate, a library facilities manager, Preservation & Conservation staff or Risk Management property specialists makes the decision to contact BELFOR, as needed. BELFOR is the University’s contract supplier for disaster response services as of 2019. They can handle large disasters, and should respond relatively quickly. If their estimated arrival time is not immediate, contact U-M Facilities & Operations (above). BELFOR 800-421-4141 For a list of services that BELFOR provides see Section 11: Resources and Services. If library staff call BELFOR directly, follow up with contact to Risk Management property specialists as soon as practical. 6. Contact U-M Emergency Response Departments The Library Unit Head or alternate, the Building Facilities Manager, and/or staff from the Preservation and Conservation Department decide on the following calls, based on the nature and size of the incident. Another staff member may make these calls if none of these managers is available. U-M Department of Public Safety and Security: 734-763-1131 Touch base with DPSS as new contingencies arise and for security assistance. U-M Office of Risk Management: 734-764-2200 Contact Risk Management property specialists (try the liaisons first; if they do not respond, call the general number) to alert the office to the situation. Risk Management staff can assist with rapidly reaching and deploying services from BELFOR. Risk Management Office for Property:

Chip Hartke 734-763-3006 (w) U-M Office of Environment, Health & Safety 734-647-1143 Contact U-M EHS if there is a chemical spill or other suspected hazard to people or the environment.

EHS Liaison for the U-M Library:

Matthew Repka 734-647-6673 (w) 7. Contact library staff as needed The Library Unit Head or alternate contacts other library staff as appropriate. Contact managers or subject specialists with specialized knowledge of the area affected by the incident; inform up the reporting chain if the incident will have an impact on the building remaining open or opening on the



normal schedule. Delay contacting additional workers until a plan of action is developed. If the incident is at night, assemble key managers but avoid calling out workers until the following morning if at all possible. If you are summoned to a disaster site, check that you have with you:

● U-M identification card (MCard) ● keys and alarm codes ● cell phone ● contact lists ● protective clothing (sturdy shoes, waterproof boots, jacket, etc.)

Managers bring:

● Pocket Response Plan ● Notebook with this entire plan, if it isn’t already available onsite ● University PCard, if you have one ● Notepad and pens ● Pocket camera or cell phone with camera, if available

As much as possible carry necessary items in pockets or attached to your person. Avoid bringing purses or other valuables; there may not be a ready secure place to put them at the disaster site and you may need your hands free. Note on parking: To avoid parking tickets on University property during a response to a disaster, contact the U-M Department of Public Safety and Security (734-763-1131). Notify them of the:

● Vehicle make, model, and license plate ● Reason for parking in a no-parking zone ● Estimated time of parking in the spot

Do not block access for emergency vehicles.



4 External CommunicationsThe following information is also included in the Disaster Response Pocket Plan. In order to minimize confusion and misinformation, all communication with news organizations should flow through one designated person, usually the Library Unit Head or other manager coordinating the disaster response or a person from Library Administration. If the Library Command Center Team has been created (see Section 8: Large Disasters), the Communications Coordinator will form a communications strategy and liaise with news outlets. In the event of a large disaster affecting the Library, the either the Library’s AUL for Operations or the Communications and Marketing Director will be the Communications Coordinator. If the disaster is serious enough, the assigned Library spokesperson or Communications Coordinator should liaise with the University Spokesperson at the U-M Office of Public Affairs (contact information in Appendix A) in case a statement from the University will be needed. If the incident includes a security risk, contact the Deputy Chief of Police & Public Information Officer at DPSS (contact information in Appendix A) so she can alert relevant communities. The Library Unit Head or alternate or the Communications Coordinator should clearly state the communications policy to all workers:

● Staff and volunteers should not discuss the progress of the response and recovery on any media (social or otherwise) outlet.

● Instead, they should refer all inquiries to the Library Unit Head or alternate or Communications Coordinator and refrain from making any public statements.

● No media personnel are allowed at the Library Command Center. Refer all inquiries to the designated Communications Coordinator.

● It is University policy that while the U-M Department of Public Safety and Security is on site, only the DPSS Incident Commander, the DPSS Public Information Officer or the University Spokesperson will decide what is communicated to the media.

All staff and volunteers should be apprised of this policy and the designated media liaison as soon as they begin to help with the response to a disaster.



5 Recommended Disaster Response Supplies MinimalOnsiteDisasterResponseSupplies

A full list of supplies in the Library’s disaster cabinets is available in the Restricted Disaster Response Plan. A list of ordering information for supplies for disaster response can be found in Appendix B. All libraries should have the following supplies locally on hand in the event of a disaster:

● Polyethylene sheeting, 4 to 6 mil: to protect dry books and materials. Use rolls (not sheets, which take more time to put up). Do not cover wet or damp materials with plastic for more than 24 hours! The plastic may encourage mold growth.

● Flashlights and batteries (or wind-up powered flashlight): in case the power goes out. ● Disposable nitrile gloves: to provide protection when handling wet or dirty materials. ● Re-sealable polythene bags: to bag/isolate moldy, infested, or soiled books that will be sent to

the Department of Preservation and Conservation or elsewhere. ● Caution tape: to mark areas as ‘off limits’ to patrons and staff. ● Clean rags: to wipe down books, shelves, or work areas. ● Sock sorbents, snakes: water-absorbent sock 36 inches long and 3 inches wide that can contain

a leak. They are particularly useful for "wicking out" water underneath book stacks and will contain a spill or modest leak. Disposal is regulated: consult U-M Environment, Health & Safety.

SuppliesforImmediateResponse

A list of ordering information for supplies for disaster response can be found in Appendix B. ● Extension cords, power strips: to power fans, dehumidifiers, and other equipment ● Hand trucks, dollies: for moving books and equipment ● Plastic bags: liner bags for dripping wet books going into boxes, garbage bags, etc. ● Inventory control: tags or labels, marking pens, clipboards, tape, laptop computer and barcode

scanner, etc. ● Wet/Dry Vacuum Cleaners (Shop Vacs): to remove water ● Dehumidifiers: to dry things out. The recovery service (e.g. BELFOR) can supply and deploy

heavy-duty dehumidifiers. o Use a heavy-duty dehumidifier, avoid a desiccant dehumidifier, and if possible, find one with

refrigerant coils (but beware: run refrigerant dehumidifiers only if the temperature is over 65

degrees; the coils will freeze at lower temperatures). Immediately assign someone to

frequently empty pans to avoid mold growth.

● Fans: to circulate air to promote drying and reduce risk of mold growth. The recovery service (e.g. BELFOR) can supply and deploy heavy-duty fans.

● Clean rags: to wipe down books, shelves, or work areas. ● Smoke (drywall) sponge: to clean smoke and soot off books or other materials. ● Paper towels: to interleave wet books during air-drying. Note: Pre-cut C-fold towels are easier to

use than rolls. If any paper towels or other supplies are taken from custodial closets, notify custodial staff

immediately.

Equipment&SuppliesforPack-Out

A list of ordering information for supplies for disaster response can be found in Appendix B.



● Boxes, containers: First, check with your selected recovery service (company that will do vacuum freeze-drying, for example) to learn what containers they recommend. The recovery service (e.g. BELFOR) can supply appropriate boxes. o Banker’s boxes (1 ft.x1 ft.x1.5 ft., with handles cut on the side) or similar size boxes are the

preferred boxes for packaging books. Larger boxes become too heavy to lift when filled with wet books. Handles are a convenience but not a necessity.

o Milk crates, Library red tote, or plastic bins o Plastic buckets (for film and electronic media)

● Box moving equipment: book trucks, hand trucks, dollies, flat-bed trucks ● Inventory control: tags or labels, marking pens, clipboards, tape, laptop computer and barcode

scanner, etc. ● Freezer wrap or wax paper (deli wrap): to interleave between books before freezing ● Pallets and pallet wrap: to stack boxes. Find standard industrial pallets with sufficient clearance

for handling with a pallet mover or fork lift. The recovery service (e.g. BELFOR) can supply appropriate pallets.

● Shipping supplies: packaging tape, tape guns, cable ties with applicator gun, pallet wrap. The recovery service (e.g. BELFOR) may be able to supply appropriate packing supplies.

● Distilled water: To pack or wash film, photos, microfilm, magnetic tape or disks in clean water. o If distilled water is not readily available, clean tap water may be used.

● Tables, folding chairs, table covers, canopies. ● Transportation of goods: Library truck or van; disaster recovery company (BELFOR, etc.)

supplies vehicles; U-M Facilities & Operations Moving and Trucking; traffic barricade cones o Note: Do not have employees volunteer their personal vehicles for disaster recovery efforts if

at all possible. Liability issues are a concern since personal vehicles are insured for personal

use only.

● Freezers and refrigerated transport: to temporarily store wet books in town. Arrange for a freezer truck through the disaster recovery company (BELFOR, etc.). A freezer truck is called a “reefer” in the business.

GeneralDisasterResponseSupplies

A list of ordering information for supplies for disaster response can be found in Appendix B. ● Cell phones, radios and walkie talkies: regular battery-powered or crank radios ● Bull horns: for communication ● Tools: hammers & nails, pliers, bolt cutters, wrenches, cutting tools, ripping bar, fishing line,

rope or string, tape & tape guns, scissors, knives & blades, measuring tape, ladders, door stops or wedges, plug adapters (3-prong) etc.

● Extension cords, power strips, batteries: to power fans, dehumidifiers, and other equipment ● Generators: to power equipment, lights, etc. NOTE: Only U-M Facilities & Operations is

authorized to set up generators on campus.

● Lighting (emergency): set up so work stations can be illuminated. ● Cleaning supplies: mops & buckets, brooms & dustpans, hand-held vacuum-cleaners, rags,

squeegees, sponges, detergent, spray bottles etc. ● Tarps ● Moisture meters & psychrometers

SuppliesforWorkers

Supplies relating to workers’ needs.



● Drinking water ● Safety Clothing / Personal Protective Equipment: ● Gloves (cotton, leather, or nitrile) ● Boots (coverings, or rubber) ● Water resistant aprons, jackets, pants, coveralls ● Helmets, goggles, face masks. Use of tight-fitting half-face, full-face, or hood masks is regulated;

consult EHS ● Floor signs

Transportation:

● U-M Parking and Transportation (fleet rentals, bus rentals) ● Ann Arbor Transportation Authority (fixed bus service) ● Ann Arbor Cabs Taxi Service, Michigan Green Cars (24-hour), etc.

First Aid: For medical emergencies, refer to Section 10: People Management.

● First aid kits ● U-M Work Connections ● U-M Occupational Health Services

Refer to Section 10: People Management for more information on workers’ needs.



6 Immediate Response – Stabilize the Site The following sections describe stabilizing a disaster site for the security and safety of the library collections. For emergency procedures for the safety of people, see the Library Emergency Plan, maintained by Library Facilities or the U-M Department of Public Safety & Security (DPSS), https://www.dpss.umich.edu. The Library plan is linked from the Library Facilities page on the Library Staff Intranet (a print copy should be available in every work area): Library Facilities: https://staff.lib.umich.edu/content/library-facilities Library Emergency Plan: https://docs.google.com/document/d/1wc8Y3zURuBmISE4tvlRy8MipDbB1nOfvcpUaj24KnLQ/edit The following information is also included in the Disaster Response Pocket Plan. Consider the personal safety of yourself and others first, before taking action to protect the collections. Do not re-enter the building until DPSS personnel give clearance that it is safe to do so.

Evacuation

If it does not put your personal safety at risk, close and lock doors and windows behind you as you leave (but do not return to the building or office simply to close doors and windows). Closed doors maintain security and limit fire/smoke damage. Building codes require that people can always exit a building despite locked doors; emergency responders can break through doors if necessary. After evacuating, meet at a designated rally point for a head count and to await further instructions.

SecurityataDisasterSite

Contact the DPSS if security measures are needed. In the event of a large disaster that impacts buildings, the U-M Department of Public Safety and Security (DPSS), https://www.dpss.umich.edu/content/about/our-departments/police/ will staff the perimeter and communicate to disaster response teams when it is safe to re-enter the building. The Library’s Command Center Team may need to appoint Library staff to provide additional security for collections in certain situations, or hire security staff. Inquire with the DPSS. Log staff into/out of the secure area. Staff must wear their University ID card in a badge holder at all times on the site. To obtain or renew a card, see the U-M MCard site: http://www.mcard.umich.edu/ Organize a secure place (locked room or an area that is continuously monitored by an assigned “guard”) for responders and workers to leave their personal belongings.

Fire

Consider the personal safety of yourself and others first. Do not re-enter building until U-M Department of Public Safety and Security personnel give clearance that it is safe to do so. Contact U-M Department of Public Safety and Security to liaise with other responders, assess the safety of the situation, and provide clearance for re-entry.



● Fire extinguishers can be important for limiting damage to collections. If you are trained and comfortable doing so, use a fire extinguisher AND:

● Have someone else pull a fire alarm box and call 911 while you are using the fire extinguisher. ● Stay nearer to an exit than the fire; do not become trapped. ● If you have any doubts, do not attempt to use the extinguisher; evacuate the area, pull a fire

alarm box, and call 911. ● If the fire cannot be controlled with one fire extinguisher evacuate the area, pull a fire alarm

box, and call 911. Do not try to use additional fire extinguishers to put out the fire. Upon clearance for re-entry by U-M Department of Public Safety and Security:

● Do not move burnt library material until a plan for evacuating and treating them is established. Do not open books or handle materials, which may cause further damage.

● Fire-damaged library materials that are dry and protected from weather and handling are stable; they may sit indefinitely while a salvage plan is developed.

● For fire-damaged library materials that are wet: see instructions for water-damaged materials, below.

If Department of Preservation and Conservation staff is or will soon be available to direct salvage, stop at this point. If not, proceed to the instructions provided in Section 7: Salvage of Library Collections and following.

Water

Consider the personal safety of yourself and others first. Do not re-enter the building until U-M Department of Public Safety and Security personnel give clearance that it is safe to do so. Do not step into standing water that may be in contact with live wiring or electric outlets (some outlets can be in the floor). Contact U-M Department of Public Safety and Security to liaise with other responders, assess the safety of the situation, and provide clearance for re-entry. Contact Facilities & Operations via the Building Facilities Manager or established phone tree for the building. If the Building Facilities Manager is unavailable, contact both the U-M Department of Public Safety and Security at 734-763-1131 and Facilities & Operations directly at 734-647-2059 for emergency assistance with facilities, utilities, and maintenance issues.

The Building Facilities Manager, Facilities & Operations, or U-M Department of Public Safety and Security team will:

o turn off the water supply if water is flowing from pipes o turn off electricity, if necessary o provide equipment (mops, pails, wet vacuums, floor squeegees, extension cords) o provide personnel to clean up water o call in the University’s contract disaster recovery service (as of 2019, BELFOR)

By University policy only Facilities & Operations and Department of Public Safety and Security personnel have keys to shut off utilities; some building facilities managers have keys to some utilities. It saves time if library staff can lead Facilities & Operations technicians or Department of Public Safety and Security



personnel who are unfamiliar with the building to the shut-off location. Refer to the floor plans of the library (in the Restricted Disaster Response Plan) to find water shut-off switches. Beware of contaminants that may have entered with the water (sewage, chemicals, animal droppings); stay away from a possibly contaminated area until assessments and plans are made. Consult with emergency personnel and U-M EHS (refer to contact list in Section 3: Immediate Response – Calls for Assistance). Upon clearance for re-entry by U-M Department of Public Safety and Security:

● Use plastic sheeting to cover stack ranges onto which water is falling; protect undamaged portions of the collection.

● Cover dry collections in the area with plastic sheeting to prevent further water damage ● Do not cover collections that are not at risk; raised humidity inside the plastic covering.

promotes mold growth. ● Remove and safely store at risk materials, e.g. books on the bottom shelves, near a broken

window, etc. ● Do NOT cover damp books. Remove damp books and arrange for drying. ● Turn down heat in the building and/or turn up the air conditioning. Lower temperatures inhibit

mold growth; air conditioning helps dehumidify the building and contents. Do not let building temperatures drop below freezing when there is a danger of freezing water in pipes.

● Improve ventilation to discourage mold growth. ● If weather conditions and the security situation permit, open windows and doors. ● If electricity is working and safe, position electric fans to improve air circulation. ● If there is no electricity, the salvage team may arrange with Facilities & Operations for portable

generators. ● Remove standing water with floor squeegees, wet vacs, or mops. ● If the water is deep (covering books), leave standing water in place while a salvage plan is

developed. Mold does not grow under water and salvage treatments are usually most successful on materials that are still wet and have not dried partially before treatment.

● Remove wet furnishings that will be discarded (carpet, upholstery, ceiling tiles, etc.) as soon as feasible to help reduce relative humidity.

● Set up portable dehumidifiers; arrange to monitor dehumidifiers and empty their tanks regularly.

● Do not remove wet books from shelves until a plan for evacuating and treating them is established. Mold will grow only on the exposed surfaces of a firmly closed book.

● If it will take more than 6 hours to plan and evacuate materials, remove 4 - 8 inches of books or paper records from very wet, tightly-packed shelves or drawers to prevent the swelling paper from bursting the shelving or exploding books onto the floor.

● Remove library materials from the floor if the materials are still dry or if they block access to other endangered shelves; otherwise leave them until a plan for evacuation and treatment is established.

Untreated wet materials may start developing mold growth within 24 - 48 hours, especially if temperatures are warm and air stagnant. Supplies: see Section 5: Recommended Disaster Response Supplies and Appendix B.



If Department of Preservation and Conservation staff is or will soon be available to direct salvage, stop at this point. If not, proceed to the instructions provided in Section 7: Salvage of Library Collections and following.

StructuralCollapse,Dirt

The library building may suffer damage from tornadoes, heavy winds, heavy rains and flooding, structural weaknesses, earthquake, equipment malfunction, fire, heavy snow, and ice storms. Damage to the building may mean damage to collections if the structure leaves the collection open to the elements. Consider the personal safety of yourself and others first. Do not re-enter building until U-M Department of Public Safety and Security personnel give clearance that it is safe to do so. Contact U-M Department of Public Safety and Security to liaise with other responders, assess the safety of the situation, and provide clearance for re-entry.

● Beware of electrical hazards. Shut off electricity if necessary. University policy limits who has access to utilities shut-off. Normally only Facilities & Operations and Department of Public Safety and Security personnel have keys; some facilities managers have keys to some utilities. It saves time if library staff can lead technicians to the shut-off location.

● Beware of contaminants that may have entered with the dirt (sewage, chemicals, animal droppings); stay away from a possibly contaminated area until assessments and plans are made. Consult with emergency personnel and U-M EHS (refer to contact list in Section 3: Immediate Response – Calls for Assistance).

● Library materials buried under rubble or common dirt are stable provided they can be kept dry and protected from weather; they may sit indefinitely while a salvage plan is developed.

If Department of Preservation and Conservation staff is or will soon be available to direct salvage, stop at this point. If not, proceed to the instructions provided in Section 7: Salvage of Library Collections and the following sections.



7 Salvage of Library Collections – Workflow If Department of Preservation and Conservation staff is or will soon be available to direct salvage of collections, stop once the site is stabilized (see Section 6: Immediate Response above). The following instructions provide guidelines if expert help for assessment and planning is not immediately available upon clearance for re-entry to a disaster site by the U-M DPSS.

DevelopaPlan

Take time to plan next steps, once the site is stabilized. A variety of decisions and arrangements must be made to salvage damaged library materials; salvage is likely to be most efficient and effective if as much of the planning as possible is made at first, before salvage begins. Summon a few key staff for planning; delay assembling additional helpers until a plan and supplies are ready for them. Record the damage

● Make photographs and notes of the disaster site; describe the nature, extent, and any peculiarities of the damage

● Make notes of any priorities for salvage ● Label diagrams of the damaged area; these can serve as reference guides for packing labels and

reduce the work of sorting materials later ● Record the location and call number ranges ● Record the number of shelves, ranges, or boxes

Assess the extent of damage How many books? What other media? How many shelf ranges or floors?

● Make a rough estimate of the amount of material affected ● Inspect areas neighboring the damage site to make sure no damaged materials are overlooked ● Inspection may require taking books off shelves to look behind them, feeling for dampness, and

opening boxes to check the media within. NOTE: A typical 36-inch library shelf contains about 50 books. Decide: salvage onsite or pack out for (a) Conservation Lab or (b) commercial recovery firm. Refer to Section 9: Initial Salvage of Collections – Water for detailed information on salvaging wet materials. Small numbers of damaged materials are usually best salvaged onsite or at the Library’s Conservation Lab in the Buhr Building. Larger, more complex salvage should go to a commercial disaster recovery firm.

Decisionchartforsalvage

Slightly wet books

Up to about 400 books: Air-dry at Conservation Lab (least disruption to library) or onsite at library

Over 400 books Identify extra space for air-drying; or call in commercial vendor



Moderately wet books

Up to about 100 books Air-dry at Conservation Lab (least disruption to library) or onsite at library; pack in Buhr freezer for temporary storage as needed.

Over 100 books Pack for salvage by a commercial vendor; may or may not freeze for temporary storage, depending on how fast the commercial vendor can arrive on site or books can be shipped.

Very wet books

Up to 25 books Air-dry at Conservation Lab (least disruption to library) or onsite at library; pack in Buhr freezer for temporary storage as needed.

Over 25 books: Pack for salvage by a commercial vendor; may or may not freeze for temporary storage, depending on how fast the commercial vendor can arrive on site or books can be shipped.

Books with coated paper

Up to 25 books

Air-dry at Conservation Lab (least disruption to library) or onsite at library; pack in Buhr freezer for temporary storage as needed. After freezing evaluate for shipping to commercial vendor. PREVENT BOOKS FROM DRYING BEFORE FREEZING OR TREATMENT by wrapping in plastic for up to a day.

Over 25 books

Pack for salvage by a commercial vendor; may or may not freeze for temporary storage, depending on how fast the commercial vendor can arrive on site or books can be shipped. PREVENT BOOKS FROM DRYING BEFORE FREEZING OR TREATMENT by wrapping in plastic for up to a day.

Film, magnetic media, disks Up to 25: Remove to Conservation Lab for treatment; do not freeze magnetic tape. Over 25: Pack for commercial vendor; do not freeze magnetic tape. Photos, artwork and other special materials

Any amount see Salvage at a Glance for special instructions for drying/packing (Section 17: Selected Bibliography; copies available from Department of Preservation and Conservation)

Organize the staging area The “staging area” is where the work will be done. Based on the assessment of damage, a decision will be made about what the work will actually entail. Staging area needs are determined by: (1) The amount and nature of the damage and (2) whether the recovery work can be done onsite or whether materials must be shipped offsite. Potential staging area locations are identified on the floor plans in the Restricted Disaster Response Plan.

Sorting

At some point during the response and salvage, impacted materials will need to be sorted. Deciding just when, where, and by whom will have to be determined in the planning process at each event. This decision depends on the kind and amount of materials involved and the space, staff, and resources available. The sort can happen at the shelf, at a designated staging area before packing, or at an offsite treatment area. The sort may require two people working together, one person who is familiar with salvage technologies and the likelihood for a successful recovery, and one person who can judge the likelihood that a specific title can be replaced.



Sorting categories Sort categories may need to be determined at the time of each event, but the following categories are common:

• no damage: book can be returned to shelf as soon the shelving is available again • minor damage: book can be treated successfully with relatively little effort, typically by library

staff (e.g. a splashed or slightly wet book can be air dried; only the binding is damaged, which can be stripped and the book sent out for rebinding)

• major damage, book can be readily replaced: the book needs significant effort for successful treatment; the effort and cost of replacement may be less and/or a replacement copy may better serve future use (e.g. an extensively wet book or a book with more than minor mold on the cover). The books may be set aside (frozen if wet or moldy) until it can be confirmed that a replacement can be purchased. Claim to Risk Management for replacement costs.

• major damage, book can not be readily replaced: these books can be set aside (frozen if wet or moldy) for more extensive decisions or treatment later. Decisions may also consider whether the book is available full text online.

• catastrophic damage: the book likely can’t be replaced, but extensive damage (e.g. mold or loss of text) renders the book useless. The loss is recorded and the book discarded. Claim to Risk Management for loss of value.

Books may be sorted to labeled booktrucks, boxes, or shelves. Barcodes are scanned for each category to facilitate next steps in recovery: updating the catalog, ordering, further review, or a claim to Risk Management.

Packingout

The purpose of packing out may be to remove materials for salvage or to relocate undamaged materials out of harm’s way. Decide how and where to pack materials Lighting and safe working space are primary concerns. Take care that books and packing materials are at

a comfortable height. Folding tables work best, but book trucks can be used.

Pack materials in the aisles if the damage is not too extensive. Alternatively, move materials to be packed to the staging area. If the disaster is severe, packing at the staging area will probably be the only option. Set up the Staging Area If possible identify a covered secure area for supplies. Cordon the area off from the public. Set up or clear work tables.

● Plan routes for both collections and supplies to/from the staging area ● Pack the materials immediately upon arrival at the packing area ● Set up tables. If materials are soaked with water, consider the weight that a table can hold. ● Cover tables with plastic. ● If wooden tables are used, cover with cloth or table pads first before covering with plastic

sheeting to prevent varnish from dissolving onto books and to protect tables from damage. ● Use tape to keep covering in place, if necessary.

Assemble supplies and equipment



● Gather equipment: book trucks, flatbeds, pallets and pallet movers ● Gather supplies: boxes, tape, freezer wrap, and a box-labeling kit (waterproof markers, tags) per

packing team; rubber boots, aprons, gloves, hardhats, face masks, and other protective equipment as needed

● Make sure it is quick and easy to prepare materials – freezer paper in sheets is easier than tearing it off a roll, tape is easier to handle from a dispenser, etc.

Calculate:

● 1 box freezer wrap per 200 books ● 15 books per box ● 27 boxes per pallet ● team of 2 workers to pack 200 books/hour

Organize inventory control It is essential to document what collections were damaged, where they were moved to, and what was done with them. The better the inventory control at the time of first response, the easier will be the recovery and return to service. When materials are removed, either for salvage or for disposal, the Emergency Response Recorder should:

● Diagram and number the ranges and shelves affected ● Reference the call number ranges ● Tape paper tags with these numbers to the shelves ● Instruct packers to label the boxes on all sides with the same numbers.

If possible, the Disaster Team in charge of salvaging or packing out materials should set up a barcode scanning station at the Staging Area. All materials with barcodes leaving the site for repair or disposal should be scanned to create a list of what has been removed. Two options are available:

● If there is no Internet access: Scan the barcode into an Excel, plain text (preferred), or Word document (acceptable but less desirable), one code per line. Remember to identify the list with a date and location and brief explanation of the circumstances.

● Alternative option if there is Internet access: Log in to Aleph and apply an Item Process Status Code. Remember to record what code was used, the date, and the circumstances.

Work with the Library Automation, Indexing, & Metadata Office to generate reports of what was removed or discarded. Decide how to move materials.

● Determine what materials and equipment are available ● Establish routes to move materials to the packing area ● Mark these routes if necessary with appropriate signage ● Assign a team leader to be at the head of each human chain or book truck convoy ● Also establish routes to move materials from the packing area

If power is out, elevators cannot be used. Alternatives are:

● Human chain (the most efficient way to move books up and down stairs if the power is out; refer to Section 10: People Management section on Volunteers)

● Convoy of book trucks ● Stack tote bins on dollies and wheel out ● Individuals carry a few books at a time in tote bins (inefficient, use as last resort).



To move as many materials as possible in a short time, use an assembly line approach. Assign teams to:

● Move supplies to a packing area ● Prepare packing materials: cut freezer paper, assemble boxes ● Pack ● Seal up and label the box ● Move boxes away from packing area ● Stack packed boxes

Pack out to Conservation Lab:

● Alert Conservation Lab staff ● Arrange with Library Facilities for a Library truck to transport material to the Conservation Lab

AS SOON AS POSSIBLE – certainly on the same day. ● Sort wet books into categories: (1) dry; (2) very wet, (3) slightly wet, (4) coated (glossy) paper or

other special problems. Label totes, boxes, or trucks by these categories. ● It may be easiest to remove books from shelves to book trucks and wheel them to a staging area

for sorting and packing. ● Pack books in regular Library red totes; books must be placed in the tote flat or SPINE down; do

not pack totes above the ledges that support the next tote on top. (A Library red tote typically will hold around 15 books.)

● Pack larger quantities of books on library book trucks; run pallet wrap around the loaded truck to keep the books from sliding off during transit. The book trucks can be loaded in the larger library van and delivered to the Conservation Lab at Buhr. (A book truck typically will hold around 80-150 books.)

● Place books printed on coated (glossy) paper in plastic bags before packing to keep them wet; if coated paper dries without special treatment the pages will stick together irremediably.

● Place wet film, magnetic media, or disks in plastic bags in totes to keep them wet; if film or media dries without special treatment it may stick together irremediably.

Pack out for commercial recovery firm: (a) direct, or (b) via interim storage in freezer or warehouse.

● If feasible, arrange for the destination and transport of materials BEFORE packing, since where and how you send the materials may indicate the best way to pack them.

● If a large number of items need to be freeze-dried, a freeze-dry company can be hired to come onsite, pack up, and take the materials to their plant.

● Ask the company for advice: they may have specific requirements or guidelines concerning the number and types of items they can handle.

● The recovery company chosen may also have specific instructions for packing or shipping. Ask the company how to proceed before beginning the pack-out.

When Packing Wet Books:

● Pack directly from the shelves, if practical, keeping books in order. ● Line the boxes with plastic trash bags ONLY if the books are so wet they will cause the box to

collapse before it can be frozen ● Loosely wrap books in freezer paper or plain white paper towels to separate and protect them ● Pack books in a crate or cardboard box ● Try to pack books so that they are all either lying flat on their sides or resting on their spines,

with the fore edge sticking straight up; as possible, square the books (if the book is skewed when it dries, it will retain a memory of the distorted shape forever)



● Don’t pack books tightly; leave room in the box to allow for expansion during freezing ● Extremely loose packing can distort the book’s shape, however; if possible, pack crumpled balls

of unprinted newsprint or paper towels to fill gaps in the box ● Label boxes "U-M Library" and identifier for contents: LC call number or shelf range or Box # of # ● Record this label and the call numbers or ranges that are contained in each box ● If boxes will be split between two facilities, record which is going where ● Undamaged materials or dry materials damaged only by fire or dirt may need to be packed out

and placed in temporary storage for security and protection from weather until they can be sorted and further treatment organized

● Arrange transport for materials, if needed. See Appendix A for contact information for transport of packed boxes or pallets of packed boxes to storage.

Double-check with the disaster response or recovery firm or drivers of the trucks on details such as raised

loading docks (or absence), how to stack pallets, use of pallet wrap to stabilize a pallet, and equipment

needed to move packed boxes.



8 Large Disasters: Library Command Center and Team

A “Library Command Center” is a pre-arranged place from which the overall disaster response is coordinated, regardless of the type of disaster. It is the recovery headquarters for the Library. Note: U-M Department of Public Safety and Security will establish their own command center called an Incident Command Center. Having two command centers may cause confusion. Refer to the Library Command Center as such to avoid confusion as much as possible. Disaster recovery team leaders and staff assemble in the Library Command Center location to receive their work assignments and information needed to begin the disaster recovery operation. Possible locations of the Library Command Center are provided in the Restricted Disaster Response Plan. Only in the event of a large or widespread disaster incident will the full range of personnel and teams described here be designated and assembled. The tasks described, however, are likely to apply to any incident; the difference is that all the tasks may be performed by a smaller group of staff.

WhentoSetUptheLibraryCommandCenter

Once an actual or potential disaster is detected, identified, and reported to designated individuals in the library, the Library Command Center Team should be assembled in person, via phone, or via other technology. The first task the Library Command Center Team must undertake is to determine where the Library Command Center will be set up. The physical location of the Library Command Center depends on the type of disaster and whether or not it is possible to enter the library at all, or if only certain areas within the library are affected by the disaster. The Library Command Center may be in a temporary location until staff are allowed into the library. The location of the Library Command Center will depend on such factors as safety, the availability of electricity and technology, proximity to affected areas, and related factors. If possible, the Library Command Center should have electricity, working telephones, computer and internet access, etc.

SecurityandLogisticsattheLibraryCommandCenter

Post a list of personnel authorized to have access to the Library Command Center. Only members of the disaster response team should have access. Enforce this rule by ensuring authorized staff have identification indicating who they are. Create a sign-in /out sheet at the entrance of the Library Command Center for tracking people. No media reporters are allowed at the Library Command Center. Refer all inquiries to the Communications Coordinator.

LibraryCommandCenterandResponseTeam–OutlineofDuties

As part of disaster planning each library should identify staff (and alternates) who might perform a variety of functions in case of an emergency at that library. Depending on the size of the disaster, one



person might handle multiple functions or one function might require a team of staff. Below is a checklist of functions needed along with position titles for guidance. All members of the Library Disaster Response Team should keep their personal home disaster plans and

supplies up-to-date; staff will be able to help the Library better and more quickly, knowing their own

families and property are safe. Resources for personal disaster planning are listed in Section 16: Training. Library Disaster Response Team members need an up-to-date University ID card (that specifies the Library as place of employment, not an old one from a previous job on campus) and must wear it in a badge holder at all times on site. To obtain or renew a card, see the U-M MCard site: http://www.mcard.umich.edu/. 1. Emergency Response Coordinator The Emergency Response Coordinator may be the Library Unit Head or alternate (in a moderate, localized incident); in a larger, more wide-spread incident it will more likely be an Associate University Librarian or delegate. This person determines the appropriate delegation of authority for various aspects of decision-making and communications related to the situation. The Emergency Response Coordinator is in charge of all aspects of the recovery operation, but their focus is on policy, communications and public relations, and interactions with higher authorities within the Library and University to obtain needed resources. The Emergency Response Coordinator coordinates with the Communications Coordinator and the University’s News Service regarding media contacts. The Emergency Response Coordinator will:

● Assess the scope of the emergency ● Contact, assemble, and brief other emergency coordinators ● Work closely with the other emergency coordinators and with local and Library administration

to plan the response strategy ● Oversee implementation of the response ● Work with the Emergency Response Recorder to document decisions made ● Prepare interim and final reports on the emergency response ● Brief the Recovery Manager

The Emergency Response Coordinator coordinates with the University’s Emergency Operations Center (if that is in effect) and other campus departments that must be involved from the outset:

● U-M Office of Risk Management ● U-M Department of Public Safety & Security ● U-M Environment, Health & Safety (EHS) ● U-M Facilities & Operations ● U-M News Service ● U-M Provost’s Office ● U-M Office of Public Affairs (University Spokesperson) as needed

2. Library Unit Head or alternate The Library Unit Head or alternate (possibly in addition to acting as the Emergency Response Coordinator) will:

● Work closely with the Emergency Response Coordinator to plan strategies ● Direct outsiders to on-site locations and resources



● Provide access (open locked/alarmed doors) ● Assign unit staff to assist with the response/recovery work as needed ● Interpret the area’s Priorities List for the Rescue Teams ● Advise (or appoint advisors) to sorters deciding what to salvage and what to discard ● Likely become the Recovery Manager

3. Emergency Response Recorder The Emergency Response Recorder serves as recorder to the Library Command Center. The Emergency Response Recorder or team creates records of major decisions and a chronology of events. This team is also responsible for inventory control, i.e. ensuring accurate recording of items removed from the building. The Emergency Response Recorder will:

● Work with the Emergency Response Coordinator to document decisions made ● Document (written and photographic record) the scope of damage and collections affected for

insurance claims and other planning purposes ● Develop a system (and document it) for labeling packing boxes ● Record what materials are sent where ● Organize computers and barcode scanners for inventory control, if feasible ● Assemble and direct an Emergency Recording Team as needed ● Assemble the information recorded into reports as needed

4. Communications Coordinator In a major event, this function is normally performed by the AUL for Operations or the Communications and Marketing Director. The Communications Coordinator will:

● Set up a communications center ● Work closely with the Emergency Response Coordinator and Library Administration ● Liaise with the U-M Department of Public Safety and Security information officer (as needed) ● Liaise with University Spokesperson at the U-M Office of Public Affairs (as needed) ● Organize documentation of events for communication with the University community and the

general public: photography, written notes, and press releases ● Serve as contact person for the media or to the University News Service; all Library emergency

staff will refer queries from the media or general public to the Communications Coordinator ● Document what information has been released to what people, media, or organizations. ● Assemble and directs a Communications Team, as needed ● Prepare interim and final reports on these activities

5. Emergency Logistics Coordinator The Emergency Logistics Coordinator directs the recovery operation and supervises team leaders. This person is responsible for contacting expertise available on campus and for quickly establishing functional work teams and designating team leaders. This person must have a purchasing credit card (PCard) or be able to mobilize designated staff who do (Library Facilities has Pcards and can serve as runners to purchase immediately needed supplies). This function is likely to be performed by the Department of Preservation and Conservation. In small or moderate incidents, staff from the Department of Preservation and Conservation may combine this role with that of Emergency Response Specialist and Operations Coordinator. The Emergency Logistics Coordinator will:



● Work with Emergency Response Coordinator and Emergency Response Specialist to plan strategies and assess needed resources

● Establish a management "office"—arranges space, tables, phone lines, runners, or walkie-talkies, etc.

● Procure resources or disaster recovery services – services, equipment, supplies, and staff – as needed

● Authorize payments or connect with Library staff who may authorize payments or contracts ● Record names and working hours of Library staff assisting; register volunteers; distribute name

badges for staff on site ● Coordinate documentation of costs for insurance claim: keep records of staff, hours, supplies,

and other expenses ● Organize and procure resources for the comfort, refreshment, and safety of workers – drinking

water and cups, coffee, food, portable toilets, blankets, etc. – as appropriate ● Assemble and direct a Logistics Team, as needed ● Prepare interim and final report on costs of the emergency response ● Act as liaison with Risk Management property specialists or insurance personnel and the

University after fiscal arrangements have been made and approved by the Emergency Response Coordinator.

6. Building Facilities Coordinator This function is normally performed by the Building Facilities Manager. The Facilities team works closely with the Emergency Response Coordinator, Emergency Logistics Coordinator, and Emergency Response Specialist to plan and implement the response strategy. U-M Library Facilities staff (at the Hatcher Library) have access to purchasing credit cards as well as Library vehicles; they can act as runners to obtain supplies from local businesses. The Building Facilities Coordinator will:

● Be responsible for the building. ● Assess the scope of damage to fabric or furnishings ● Liaise with Buildings Maintenance Services or Facilities & Operations, as needed ● Assemble and direct a Building Facilities Team, as needed ● Suggest locations for packing area and central staging area ● Monitor supply levels and equipment in the staging area ● Coordinate transportation for people and goods ● Coordinate security for the disaster site ● Liaise with police, fire, and emergency services ● Liaise with U-M Office of Environment, Health, and Safety ● Brief the Recovery Manager (and other local or Library administration) on long-term facilities

issues resulting from the emergency ● Prepare interim and final reports on facilities damage and recovery

7. Emergency Response Specialist & Operations Coordinator This function is normally performed by staff from the Department of Preservation and Conservation. The Emergency Response Specialist & Operations Coordinator will:

● Assess the emergency with the Emergency Response Coordinator, the Building Facilities Coordinator, and the Emergency Logistics Coordinator to develop a plan of action and determine what resources are needed

● Serve as technical advisor on methods of salvage for different types of collections ● Assemble and direct Emergency Rescue Team Leaders as needed



● Set up operations space; organize work flow; instruct and direct Rescue Team Leaders and workers; oversee worker safety

● Communicate ongoing needs for equipment/supplies/staff to the Emergency Logistics Team ● Provide information to the Emergency Response Coordinator and the Communications

Coordinator, both ongoing and for interim and final reports 8. Emergency Rescue Team Leaders Team Leaders are the communication link between the Recovery Team Workers and the Emergency Operations Coordinator. Team Leaders may be staff from the Department of Preservation and Conservation or designated staff from Operations. Team Leaders will:

● Be responsible for monitoring supplies for teams and proper packing and handling techniques ● Be responsible for monitoring team workers for needed breaks and rest time. ● Work closely with the Emergency Logistics Coordinator to carry out immediate response and

salvage ● Assume responsibility for directing an operation, such as packing out materials from a specific

area, air-drying collections, or cleaning soiled materials; direct one to five workers in a specific operation

● Disaster Team Leaders and Team members will be identifiable by wearing bright vests or disaster recovery ID tags

9. Recovery Manager The Library Unit Head is likely to become the Recovery Manager. Following a large incident, another staff member may be assigned to this work full-time. The Recovery Manager will:

● Plan and coordinate activities to return the collections to use and the library to operation ● Coordinate with other expertise around the Library as needed (Preservation and Conservation,

Technical Services, Facilities, etc.)

This organizational system is compatible with the way U-M Department of Public Safety and Security will be organized and how all federal, state and local responders will be organized. For more information on the Incident Command System used by government first responders, refer to: http://en.wikipedia.org/wiki/Incident_Command_System



9 Initial Salvage of Library Materials General

Good general references on salvage, with specific information by media type, are listed below. Print copies of these references are available at the Buhr Conservation Lab. Refer to Section 17: Selected Bibliography for more sources on dealing with library materials affected by disasters. Emergency response and salvage wheel. National Institute for the Conservation of Cultural Property.

Washington, D.C., 1997. https://store.culturalheritage.org/site/index.php?app=ecom&ns=prodshow&ref=FAIC-1 Ready reference for salvage of library, archive, and museum materials.

Walsh, Betty. Salvage at a glance. WAAC Newsletter 19.2. May 1997. http://cool.conservation-us.org/waac/wn/wn19/wn19-2/wn19-207.html Chart. Excellent source for first response salvage actions by media type.

Walsh, Betty. Salvage operations for water damaged archival collections: A second glance. WAAC Newsletter 19.2 May 1997. http://cool.conservation-us.org/waac/wn/wn19/wn19-2/wn19-206.html Narrative text. Excellent source for first response salvage actions by media type.

Iraci, Joe. Disaster Recovery of Modern Information Carriers: Compact Discs, Magnetic Tapes, and Magnetic Disks. C.C.I. Technical Bulletin No. 25. Ottawa: Canadian Conservation Institute, 2002. Available for download: http://publications.gc.ca/collections/collection_2016/pch/NM95-55-25-2002-eng.pdf Discusses options for salvaging CDs, magnetic tapes and disks after water damage.

Water

Once the U-M Department of Public Safety and Security has cleared the area as safe to enter (see Section 6: Immediate Response – Stabilize the Site) and steps outlined in Section 7: Salvage of Library Collections – Workflow have been completed, proceed to the following salvage steps. There are several ways to dry wet books; for descriptions and pros/cons, see: Ruzicka, Glen. Disaster recovery: Salvaging books. Philadelphia: Conservation Center for Art and Historic

Artifacts. 2002, rev. 2013. https://ccaha.org/sites/default/files/attachments/2018-07/technical-bulletin-salvaging-books.original.pdf

Take care to distinguish the different drying methods carefully because many of the names are similar and/or may be used differently by different vendors. Freezing: Wet books may be frozen to halt mold growth and gain time for additional planning or logistics. If it is not possible to arrange for books to be dried within 24 hours, make arrangements to freeze them. Freezing is a strategy to halt further damage to books, not to dry them. Local Options:

● The Department of Preservation and Conservation has a freezer at the Buhr Building that can hold nine to twelve record boxes, depending on the current contents of the freezer

● University Unions may have freezers available ● Local blast freezer (chills rapidly to -20˚F; best option if available) ● Stack boxes of wet books outdoors (winter only; arrange for security)



Moving materials to a freezer requires packing and trucking; it may be easier to send materials directly to the disaster recovery vendor:

● Park a freezer truck on site (cooling is slower than blast freezing) o See Vendor Contact List in Appendix A o Coordinate parking permissions with U-M Parking and Transportation Services:

Phone: 734-764-8291 Website: https://ltp.umich.edu/? External vendor to vacuum freeze-dry BELFOR, the University’s current (2019) contract, disaster-recovery company, provides clean-up services for University property. Services provided include, but are not limited to: water mitigation and drying, cleaning (structure and content), mold remediation, document restoration, electronics restoration, deodorization and re-construction. With the approval of the Department of Preservation and Conservation and the U-M Office of Risk Management, they may subcontract other companies as needed to provide vacuum freeze-drying services for library collections. When contracting with a company for vacuum freeze-drying of books, ask about special

specifications for packing and stacking pallets. Tell them whether or not the library has an

elevated loading dock. Also consider:

● When contacting the disaster recovery company, make sure that you and the company are clear on who packs the books

● If you are to pack the books, ask how they would like the books packed and make sure that you understand what materials should be used.

Air-dry on site: arrange space, supplies, and staff Air-drying (labor-intensive) is usually best for relatively small numbers of books or objects. For step-by-step procedures for air drying books: see How to Salvage Wet Books, appended to this section.

● Space: see Library Command Center and Staging Area options for off-site locations for air-drying wet materials. Estimate about 3 books per square foot of drying surface.

● Supplies: supplies for air-drying library materials are located in the disaster cabinets; additional supplies may be purchased as needed.

● Staff: for air-drying estimate about 25 books per person/hour. This estimate is for the initial response; additional time will be needed on subsequent

days. More time will be needed for books with coated—glossy—paper.

● Triage for air-drying: assess and sort books into the following categories, since treatment needs will vary. o coated (glossy) paper o pamphlets or thin, lightweight books o very (dripping) wet o partially wet o damp



HowtoSalvageWetBooks

This leaflet was produced as a public service by the Department of Preservation and Conservation of the University of Michigan Library. While the information presented reflects tried and accepted library preservation practices, neither the University nor its employees accept responsibility for results from their application. Always consult a professional conservator when working with valuable or precious materials.

Water is a major hazard to the survival of books. It can dissolve glues, deform paper, warp bindings, make inks

run, and cause glossy papers to fuse together. Damage to books from water can be limited if proper steps are taken promptly after the books become wet.

Wet paper is highly susceptible to mold. Mold damage on paper is difficult —often impossible—to remove. Mold may start growing on wet books within 24 to 48 hours, especially if temperatures are warm. If you cannot begin steps for drying your books within that time, you should freeze them until you have adequate time to work on them. Freezing does not damage books but inhibits mold growth and prevents further absorption of water. Instructions for freezing a book are given at the end of this leaflet.

This leaflet provides steps you can take yourself to minimize water damage to books. Bear in mind, however, that a book that has once gotten wet is likely always to show some signs of damage. Seek assistance from a professional book conservator for drying especially valuable books. Contaminated water

Before handling wet books, consider carefully the source of the water that has wet them. DO NOT HANDLE books wet with sewage water or water that has dripped through contaminated areas (attics with animal droppings, sources of chemical contamination); contact local health authorities for advice before proceeding. Mud, soil

The safest time to clean a muddy book is after it has dried. Heavy mud or silt on the cover of the book, however, can be reduced effectively before starting the drying process. Hold the book shut and place it under clean running water, using a sponge or rag to gently wipe away mud with a daubing motion; rubbing and brushing should be avoided. Do not open the book under water or attempt to wash the pages. Cleaning a stain that is difficult to remove should be not be attempted until after the book has been dried.

DO NOT PUT A BOOK IN AN OVEN OR MICROWAVE TO DRY. Heat will over-dry and warp the book and can melt the adhesives used in the binding. Microwaves cook the book rather than dry it and can also melt adhesives or singe paper.

Air-Drying Wet Books

When salvaging a number of books, you should first sort them into different types: A. thoroughly wet (dripping) books, B. moderately wet books, C. damp books, D. pamphlets and small paperbacks, E. books printed on coated (glossy) paper.

There are slightly variant methods for treating each type of book, as described in the instructions. Materials

• electric fan(s ) to keep the air circulating • electric dehumidifier(s)— useful, if available, to reduce ambient humidity • plastic sheeting to protect tables • paper towels—plain white, avoid paper towels that contain color dyes, or • UNPRINTED newsprint—available at packaging supply shops or art stores • waxed paper—kitchen rolls or freezer wrap available at super-markets • sponges (small pieces)

Set up for drying

Before you begin the procedures outlined below, create an environment that is conducive to drying wet books. Ideally, the temperature should not be above 70˚ F, and the relative humidity should not be above 65%. Use fans to circulate air and, if necessary, portable dehumidifiers to take excess moisture out of the air. Cool, dry, circulating air will accelerate the drying process and discourage mold growth. Arrange to clean and dry the shelves and rooms to which the books will be returned, to inhibit additional damage and mold growth.

If weather conditions permit, books may be air-dried outdoors. Relative humidity should not be above 65%. Long-term exposure to the ultraviolet rays of the sun may cause books to fade and may accelerate aging, but setting a book



in the sun for a day should not cause visible damage to most books. DO NOT leave books outside overnight because morning dew will dampen them.

Create a work surface

Use a table top or pieces of wood set up on cinderblocks, etc. Cover the work area first with a piece of plastic (to protect the work surface), then with several layers of absorbent paper such as strong, white paper towels or unprinted newsprint. The paper will absorb excess water from the books. Remove wet absorbent papers from the drying area promptly to help keep the ambient humidity down.

A. Wet (dripping) books – start at Step 1 Step 1. Do not open thoroughly wet books. Wet paper is extremely delicate and will tear easily. Do not remove covers or bindings unless absolutely necessary. Step 2. Place the wet book, closed, on its head (top edge) on the absorbent paper. Place small pieces of sponge under the fore-edge of the book to allow water to drain from the book more efficiently. Do not fan the pages open. You may place paper towels or unprinted newsprint between the cover and the text block to further help with water absorption. Replace the absorbent paper when it becomes damp. DO NOT use this process with books that contain coated (glossy) paper; see Section E, Coated (glossy) paper, below. Step 3. Continue draining the book until water is no longer dripping and you do not see free water on the pages if they are gently opened. At this stage the book may be advanced to Step 4. B. Moderately wet books – start at Step 4 Step 4. Cut paper towels or unprinted newsprint slightly larger than the size of the pages in the book. (Older guidelines on the salvage of wet books recommended paper impregnated with thymol to control mold; do not use thymol, which is now known to be a carcinogen.) Very carefully, open the book and insert a sheet of paper between the text block and the cover and additional sheets every quarter inch (20–30 pages) to absorb excess water. Be careful not to insert too many pieces of paper, which may cause the spine to become concave and will distort the book. Right-handed people may find it easiest to start inserting sheets from the back of the book working to the front. Lay the book on its side on the table. As the sheets of paper become wet, they should be removed and replaced with dry sheets. Turn the book over on the other side each time sheets are replaced. Take care at this stage to keep the book square and in shape, which will help minimize permanent damage to the binding. Step 5. Continue exchanging the interleaving of the book (vary the location of the absorbent sheets at each exchange) until the paper is just slightly damp rather than wet. At this stage the book may be advanced to Step 6. The dryer the book is before moving to Step 6, the less cockling (rippling) of the paper. C. Damp books – start at Step 6 Step 6. Stand a damp book on its head (top edge) on the work surface and open the book, slightly fanning the pages. Don’t force the book open more than about 60˚. Electric fans circulating the air should not be allowed to flap the pages. Let the book stand until it is thoroughly dry—check the book for dryness in several locations by feeling the gutter as deeply as possible between pages. It may take days or even a week or more for wet books to dry thoroughly. Step 7. Pressing can reduce cockling (rippling) of the dried pages. Manipulate the dry book square and in shape and place it in a press or under weight (other books, a clean brick covered with cloth or paper) for a few days to a few weeks. D. Pamphlets and small paperbacks

Damp pamphlets and small paperbacks that cannot support themselves when fanned open may be hung over fishing line to dry. Fishing line is not recommended for thoroughly wet items—it can cut the paper.



1. Start drying thoroughly wet pamphlets by laying them flat on absorbent paper; change the paper as it gets wet. Small paperback books that are thoroughly wet should be dried by following steps for Wet (dripping) books, above; bookends or wood blocks may be used for support during the draining process. 2. If the pamphlet is only moderately wet or is no longer dripping, insert paper towels or unprinted newsprint cut slightly larger than the size of the pamphlet between every few pages, as described in Steps 4-5, above. 3. When the pamphlet or small paperback is dry enough to hang over fishing line without ripping, it may be hung up to dry completely. Use fans to keep the air circulating in the drying area but do not let the breeze flap or dislodge the pamphlets. Place dry pamphlets under a light weight to flatten the paper. E. Coated (glossy) paper

Sort out books that contain coated paper; many books and magazines are printed entirely on coated paper, some use glossy paper for sections of illustrations. Water softens the coating of adjacent pages, which then fuses together as it dries. If two sheets of coated paper dry together, it is impossible, even for professionals, to separate them. If you do not have time to begin the drying process immediately, keep books with coated paper wet by placing them in plastic bags and, if possible, freeze them to prevent them from drying. Follow the steps for Freezing a Book, below. 1. Cut waxed paper, paper towels, or unprinted newsprint to the approximate size of the pages in the book. Carefully separate each coated page in the book and place a sheet of separation paper between each page. It is important to place a sheet of paper between each coated page so the pages will not be able to dry together. As soon as the interleaving sheets become wet, they should be removed and replaced with dry sheets. 2. Once the pages are merely damp, the interleaving paper may be removed and the book fanned open to finish drying (Steps 6 - 7, above). Check frequently to be sure the pages are not sticking.

Freezing a Book

If you do not have the time or resources to air-dry wet books immediately, or you need extra time to find professional help, you may freeze it. Freezing does not dry the book—or only very, very slowly—but it prevents further damage. A book may safely remain frozen for weeks, even months. Materials

• paper towels—plain white, avoid paper towels that contain color dyes, or • UNPRINTED newsprint—available at packing supply shops or art stores • plastic freezer bag

To freeze the book 1. Wrap the book in paper towels or unprinted newsprint. 2. Seal the wrapped book in a plastic freezer bag. Use a bag with a zip closure or fold the open end over several turns and tape it closed. Remember to label the bag so others will know what it is! 3. Place the book in a freezer. If you have a choice, use the coldest freezer available: optimal temperature is in the range -20˚ to -40˚ F. Domestic chest freezers are usually about 0˚ F; refrigerator ice boxes are usually just below freezing (32˚ F). Any of these will do, if necessary. Use plastic bags and placement to separate the wet book from other contents in the freezer so neither will contaminate the other if there

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